Special Services Admin Assistant — Office-Based & Benefits

Heritage Group; Des Moines (IA); On-site; USD 25,000 - 32,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

401(k) with company match

Paid holidays

Paid time off

Job summary

Heritage Building Maintenance is seeking a Special Services Administrative Assistant to support the daily operation of the Special Services department. This role handles clerical tasks, scheduling, communications, and recordkeeping, reporting to the Director of Special Services.

Key duties include calendar management, ticketing coordination, training material preparation, access management, and cross-department coordination to ensure timely completion of priorities.

Qualifications

• Strong verbal and written communication skills.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel).
• Ability to manage calendars, scheduling, and documentation.
• Bilingual English/Spanish preferred.
• High school diploma or GED preferred.

Responsibilities

• Manage the Director of Special Services calendar and email follow-ups.
• Audit calendars, tickets, schedules for accuracy.
• Maintain the ticketing system and communicate changes.
• Prepare daily work assignments, training materials, and department communications.
• Handle building access requests and sign-out logs.
• Maintain organized electronic and paper files.
• Coordinate employee training and onboarding for the department.
• Provide front desk coverage and translation when needed.

Skills

Verbal communication

Written communication

Interpersonal skills

Microsoft Office

Organizational skills

Time management

Confidentiality

Self-motivation

Bilingual English/Spanish

Education

High school diploma or GED

Tools

Outlook

Word

Excel

HRIS systems

Ticketing system

Scheduling tools

Job description

Heritage Building Maintenance is seeking a Special Services Administrative Assistant to support the daily operation of the Special Services department. This role handles clerical tasks, scheduling, communications, and recordkeeping, reporting to the Director of Special Services.

Key duties include calendar management, ticketing coordination, training material preparation, access management, and cross-department coordination to ensure timely completion of priorities.